Direct award of contract for goods and services

Direct award of contract for goods and services 1. Market survey Contact several companies to obtain knowledge of what the market can offer. Make sure that the product fulfills the desired performance (if possible test the product). Ask how the service is performed. Check prices, delivery time etc. Note that the total cost shall not exceed SEK 586 907 excluding VAT and that it is not allowed to divide a purchase into smaller parts. 2. Specification & contract Choose templates for specification and contract based on what is to be procured. Edit the templates and delete comments in the right margin (make the “audition feature” in Word active). Send the specification and agreement templates to possible suppliers (individual e-mails). Specify a final reply date. Report your direct award in ELAD. 4. Sign contract Edit the text highlighted in yellow in the contract template. Print two copies of the contract. Have the contracts signed by the head of department/equivalent. Send the contracts to the supplier for signature. Request the return of one copy. When importing scientific equipment from countries outside the EU, apply for exemption from duty (see webbpage direct award). 5. Delivery & payment 3. Evaluate tenders Check that the tenders fulfill the specified requirements and that the supplier: • has stated a total price, • accepts the contract template, • has paid taxes and social contributions (see webbpage direct award), • holds an F-tax card (only Swedish suppliers). If anything is unclear, send questions and request answers via e-mail. Choose a supplier based on lowest price, best performance, or what is important. Write a brief explanation for the choice. 6. Register & archiving Product. Check that the delivery is complete and undamaged. If installation is not included, mount and test as soon as possible. All direct awards with a total cost over 50 000 SEK shall be officially registered by the department/equivalent. If installation is included, the supplier shall perform a function control. Do not approve the product until it fulfills the requirements and the supplier's commitments. Make sure that ordered training is carried out. Archive the following documents: • Specification and clarifications • Winning tender • Explanation for the chosen supplier • Signed contract Service. Check that the commission is performed according to the requirements and that requested documentation has been delivered. Payment. Do not make payment in advance. Pay after approved delivery or approved function control or when the service performed has been approved. 2018 -02 -21